Facility Rentals

We understand that every event is unique, so we've made it convenient for you to get the insurance you need. Getting insurance is quick and easy with our Facility User Liability Insurance Program. Use the online portal to create an account and get a quote or purchase insurance within minutes.

Access Insurance Portal

If you already have a policy, you can choose to use your own insurance. Let your Facility Scheduler know that you plan to use your own insurance and after signing your Facility User Agreement, they will let you know your coverage requirements to complete our Certificate of Insurance Coverage Form.

This form must be completed by your insurance broker; we will not accept any other form of a Certificate of Insurance (COI).

Download the Certificate of Insurance (COI) Coverage Form

When renting space at the Albion Bolton Community Centre, it is mandatory to include both the Albion Bolton Agricultural Society (ABAS) and the Town of Caledon as additional insured parties on your Certificate of Insurance. This requirement is in place because the ABAS owns the land surrounding the facility, including the parking lot.

Download the ABCC Certificate of Insurance (COI) Coverage From

Kitchen Facilities 

Many of our facilities are equipped with tools such as ovens and microwaves. However, they are not commercial kitchens, and they are to be used strictly for warming purposes as they are not suitable for extensive food preparation.

If you require a warming kitchen for your event, it must be booked in conjunction with an accompanying facility, such as a banquet hall. You can explore the Facility Directory to view a listing and map of available facilities with warming kitchens.

Catering Vendor

When arranging for catering services that will be onsite during your rental, you will need to complete a Vendor Listing Form and provide proof of insurance. Review the requirements under the Vendor Requirements section.

Food Permit (public events)

Food permits ensure that food handling and service practices meet standards to prevent foodborne illnesses and other health risks for event attendees and are required for all public events. To apply for a food permit, you must submit your application to Peel Public Health at least 15 days before the event and provide to your Facility Scheduler.

Learn more about submitting a Region of Peel food permit

Vendor Listing Form

You will need to complete a Vendor Listing Form that outlines each and every vendor that will be onsite for your rental and submit to your Facility Scheduler.

Download the Vendor Listing Form

Additional Insurance Requirements

Additional liability insurance is necessary for each and every vendor involved in your rental. This insurance ensures that if the vendor’s activities or services result in any accidents, damages, or liabilities during the rental, the financial responsibility doesn't solely fall on you.

The same insurance options exist for your vendors; they may choose to purchase through us or to provide their own using our Certificate of Insurance Coverage Form. 

Special Occasion Permit

A Special Occasion Permit (SOP) is required if you are serving alcohol at your rental. This permit, issued by the Alcohol and Gaming Commission of Ontario (AGCO), allows for the legal sale and consumption of alcohol at specified locations. Obtaining an SOP ensures compliance with provincial regulations and is necessary for hosting events where alcohol will be served.

Learn more about Special Occasion Permits

Smart Serve Certifications

Documentation of valid Smart Serve certifications are required for everyone involved in serving alcohol at your rental. This certification ensures these individuals understand the legal responsibilities associated with alcohol service and have completed training approved by the Alcohol and Gaming Commission of Ontario (AGCO).

Learn more about Smart Serve Certifications

Event Organizer Agreement

The Event Organizer Agreement ensures compliance with regulations when hosting alcohol-related events at our facilities. By signing, you must agree to understand and follow our Municipal Alcohol Policy, provide necessary permits, maintain liability insurance, and accept personal responsibility for adherence to regulations.

Download the Event Organizer Agreement

Outdoor Events

For outdoor events serving alcohol, you must submit an Event Plan at least 30 days prior to the event that will be reviewed by Town of Caledon Fire and Emergency Services, OPP Caledon Detachment, and Region of Peel Public Health (additional fees may apply).

If your event includes a beer garden, it must be enclosed and have controlled access, following the conditions outlined in your AGCO Special Occasion Permit. You'll need to provide a site map showing dimensions, entrances, exits, and the location within the park. We can assist in setting up the beer garden for an additional fee.

How do I inquire about renting a facility or space?

If you already have specific details in mind, use our online availability tool to check availability of spaces up to 90 days in advance. Afterwards, fill out the online Facility Rental Request Form. It asks for details about your rental, like dates, times, location preferences, and activities. If you have questions, feel free to contact our Facility Rentals team.

How far in advance do I need to book a rental?

Facilities are in high demand, so it’s best to book as early as possible to avoid conflicts. For one-time rentals, you can submit requests up to 90 days in advance and check our online availability tool within that timeframe. See the Seasonal Application Timelines section for more information.

What types of facilities or spaces are available for rent in Caledon?

There are over 350 community spaces available for rent. These include gymnasiums; multipurpose rooms, such as meeting rooms, auditoriums, and banquet halls; pools; ice rinks and pads; sports fields, such as baseball diamonds, soccer pitches, and bocce ball courts; and parks and picnic shelters.

Explore the Facilities Directory to view a listing and map.

Are there any restrictions on the types of events or activities that can be hosted?

For-profit rentals that compete with similar programs or services already offered by the Town may be prohibited.

Prioritizing safety and inclusivity, we don't allow illegal activities, actions that may harm our facilities, or violations of laws. Discrimination, harassment, and activities conflicting with organizational values are also prohibited.

What are the hours of operation for the facilities and spaces available for rent?

Each facility has its own operational and rental hours. You can view the Facility Directory for specific operational hours.

What are the rental rates for the different facilities and spaces?

Rental rates vary based on factors such as the type of space, the time of booking, and the facility itself. Some spaces have prime-time hours, which are more in demand and charged at a higher rate.

Additionally, rates may differ depending on the amount of space you require (e.g., full gymnasium vs. half gymnasium) or the classification of the facility (e.g., Class A baseball diamond vs. Class B).

We offer discounted rental rates for all Town of Caledon residents. 

Is a facility attendant required at Rotary Place?

The Rotary Place is a shared community facility used by the Town of Caledon and the Caledon Seniors Centre. To ensure a positive experience for all users, the Town is introducing a mandatory Facility Attendant for all bookings of the Multipurpose Room and kitchen spaces. The Facility Attendant will be available on-site to assist with equipment use, setup requirements, and to answer general questions about the facility.

The facility is an additional cost of $22.03/hour and is required for every facility booking within the Rotary Place. We appreciate your understanding and cooperation in maintaining a safe and functional community space.

Are there any discounts available for non-profit organizations or community groups?

Certain registered non-profit groups may qualify for discounted pricing if they provide services to the community that the Town is currently not. Contact our Facility Rentals team to see if your organization qualifies.

We also offer discounted rental rates for all Town of Caledon residents.

How do I pay for a rental?

Payment terms may vary, but typically for one-time rentals, full payment is due upon signing your Facility User Agreement.

Payment can be made online using an online recreation account or over the phone by Visa or Mastercard credit or debit cards or electronic funds transfer (EFT). You can also pay by credit or debit card, cheque or electronic funds transfer (EFT), or cash at Town Hall or any Recreation Centre.

For recurring user groups, periodic billing is available.

What is the cancellation policy for rentals?

The refund policy is outlined in the Facility User Agreement you sign, and we encourage you to review it carefully before confirming your booking. Cancellation terms may vary, but generally, once you have signed your contract and provide payment, you will forfeit 20% of the amount paid if you choose to cancel. If you cancel within two weeks of your rental date, you will not receive any refund.

This policy is in place because it can be challenging to rebook the space you reserved. Many renters make alternative arrangements quickly, and we likely have already turned away other interested parties since the space was held for you. We do not maintain a waitlist, making it even more difficult to fill the vacancy at short notice.

Are there any additional fees or charges besides the rental rates?

In addition to the rental rates, you are required to obtain insurance; you can find more information in the Insurance Requirements section.

Depending on your rental, additional fees may apply, such as sport field lighting, clean-up for large outdoor events, or extra staffing requirements. Additionally, optional services like coffee and tea can be booked for an additional fee for rentals within most Recreation Centres.

What are the insurance requirements for renting a facility or space?

You are required to obtain insurance for each facility or space you rent.

We've partnered with an insurance provider to make it easy for you to purchase the necessary insurance online. Insurance costs are usually minimal, but they can vary based on the activities and the number of attendees at your rental (e.g., sports, meetings, birthdays). Alternatively, you can use your own insurance by having your broker complete a form. See the Insurance Requirements section for further details.

When can I access the space I rented?

Generally, access to the space starts at your rental booking time, and you must clean up and vacate by the end time specified in your Facility User Agreement. Additional time must be purchased in advance, subject to availability.

For ice and pool rentals, you and your guests can use change rooms up to 30 minutes before your rental begins.

Are there staff available on-site during rentals for assistance or support?

If you've booked a rental at a Recreation Centre, there will always be a staff member available on-site to assist you. For satellite facility rentals, there may not be a staff member present, but someone will always be on-call and available during your rental if you need assistance.

Can I bring in outside vendors, performers, or DJs for my rental?

Yes, you can bring in vendors for your rental. A vendor is any individual, partnership, and/or corporation (for-profit and not-for-profit) who provides either a product, service, appearance, or presence before, during, or after your event, regardless of the dollar value. It includes those serving food, serving liquor, selling products, demonstrating product, performing, providing equipment, providing security service, giving out information, etc.

You will need to complete a Vendor Listing Form and each vendor must provide proof of insurance before the rental. Review the requirements under the Vendor Requirements section.

Can I serve food at my rental?

Yes, you can serve food at your rental, but our facilities do not have commercial kitchens and are intended for warming purposes only. Additional documentation, permits, or insurance may be required, depending on who is providing and consuming the food and beverages. See the Food and Beverage Requirements section for more information.

Can I have alcohol at my rental?

Yes, alcohol is permitted at certain facilities, but first must be approved by your Facility Scheduler. It is your responsibility to apply for the relevant permits and provide them to your Facility Scheduler. Additional insurance coverages may apply. See the Alcohol Requirements section for more information.

Can I have inflatables at my rental?

Inflatables are not permitted indoors.

Outdoor events, pending location, may request to have inflatables in certain spaces if they are provided by a third-party vendor that is licensed by the Technical Standards and Safety Authority (TSSA). Inflatables must be secured by weights and or water barrels; digging or staking is not permitted on Town property. The vendor must be included on the Vendor Listing Form and provide proof insurance. Review the requirements under the Vendor Requirements section.

Can I have animals at my rentals?

Only service animals are permitted within indoor Town facilities due to health and safety regulations and to ensure a safe and comfortable environment for all patrons. Service animals are trained to assist individuals with disabilities, which makes them essential rather than discretionary pets. Other animals may pose risks such as allergens, cleanliness concerns, or disruptions.